Assistant to Department Head and Student Support Services

Georgia 4-H; Athens (GA); On-site; USD 36,000 - 48,000; Full time

Job summary

The University of Georgia seeks an Administrative Assistant II to support the Department Head of Geology and oversee office operations within Franklin College. You will manage calendars, process hiring and payroll tasks, supervise student employees, and handle confidential records with discretion.

Strong organizational and communication skills, proficiency in Microsoft Office and Adobe, and the ability to work across university systems are essential.

Qualifications

• Ability to coordinate multiple deadlines and confidential processes.
• Strong interpersonal and teamwork skills for working with faculty, staff, and students.
• Excellent written and verbal communication, proofreading, record-management and organization.
• Proficiency with Microsoft Office and Adobe applications; ability to learn university systems.

Responsibilities

• Administrative support to the Department Head and coordinate workflows with the Associate Department Head and other staff.
• Manage the Department Head’s calendar, correspondence, records and assigned projects; supervise student assistants and payroll-related tasks.
• Coordinate graduate admissions, onboarding, degree progress, and related documentation.
• Oversee office operations, including hiring processes, timesheets, and compliance with university policies.
• Liaise with Franklin College offices and university partners to ensure timely workflow and reporting.

Skills

Communication skills

Microsoft Office

Adobe applications

Record management

Customer service

Problem solving

Calendar management

Education

High school diploma or equivalent

Job description

Posting Number

S15920P

Working Title

Assistant to Department Head and Student Support Services

Department

Franklin-Geology

About the University of Georgia

Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and is the state’s flagship university (https://www.uga.edu/). The proof is in our more than 240 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University’s main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,100 faculty and more than 7,700 full-time staff. The University’s enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly established School of Medicine.

About the College/Unit/Department

Franklin College of Arts and Sciences is the heart of the University of Georgia’s learning environment, advancing new knowledge, research, scholarship and creative output by faculty, students, and staff in more than 80-degree programs across 40+ units.

College/Unit/Department website

https://geology.uga.edu/

Posting Type

External

Retirement Plan

TRS

Employment Type

Employee

Benefits Eligibility

Benefits Eligible

Full/Part time

Full Time

Additional Schedule Information

M-F, 8am-5pm

Advertised Salary

Commensurate with experience

Posting Date

10/16/2026

Open until filled

Yes

Proposed Starting Date

11/09/2026

Location of Vacancy

Athens Area

EEO Policy Statement

The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status or other protected status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR [e-mail].

USG Core Values Statement

The University System of Georgia is comprised of our 25 institutions of higher education and learning, as well the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 08.02.18.01.02. Additionally, USG supports Freedom of Expression as stated in Board Policy 06.05 Freedom of Expression and Academic Freedom.

Classification Title

Administrative Assistant II

FLSA

Non-Exempt

FTE

1.0

Minimum Qualifications

High school diploma or equivalent and 2 years of related experience

Position Summary

This position supports the administrative and academic functions of the University of Georgia Department of Geology and serves as the primary administrative partner to the Department Head. Working closely with the Department Head, Associate Department Head, Graduate Coordinator, faculty, staff, students, Franklin College offices, and university partners, the position manages confidential processes and multiple deadlines requiring accuracy, initiative, sound judgment, and strong problem-solving skills. The position coordinates core departmental operations, including supervision and scheduling of student employees; student and temporary employee hiring, payroll submissions, timesheet approval, and employment-status changes; required training compliance; faculty hiring, evaluation, promotion, tenure, and post-tenure review; workforce planning; budget and payroll coordination; confidential personnel and program records; and implementation of university, college, and departmental policies and deadlines. The Department of Geology offers B.S., A.B., minor, M.S., and Ph.D. programs supported by classroom, laboratory, research, and field-based instruction. This position coordinates graduate admissions, assistantships, onboarding, orientations, degree progress, defenses, office assignments, and required access; course and teaching schedules; enrollment monitoring; curriculum actions; textbook orders; course-evaluation support; registration permits; student forms and milestones; tuition-waiver records; and internal scholarships, fellowships, and travel awards. For the IFP, Cañon City Geology Field School, and other field courses, this position manages academic and registration workflows, course records, and related sample or instructional inventory documentation. The successful candidate will work independently and collaboratively, exercise discretion with sensitive personnel, student, and financial information, and manage recurring academic-cycle deadlines alongside time-sensitive requests. The role requires consistent follow-through, careful documentation, and the ability to coordinate work across multiple university systems and service teams.

Knowledge, Skills, Abilities and/or Competencies

Demonstrated ability to coordinate competing projects, establish priorities, and meet firm deadlines. Strong interpersonal and teamwork skills for working with faculty, staff, and students in an academic environment. Excellent written and verbal communication, proofreading, editing, record-management, spreadsheet, and customer-service skills. Ability to exercise tact, confidentiality, sound judgment, diplomacy, and flexibility. Proficiency with Microsoft Office and Adobe applications and the ability to learn university student, personnel, financial, curriculum, payroll, and workflow systems.

Physical Demands

Sitting, standing, walking, bending, stooping, pushing, and pulling; spending long periods at a computer; and occasional access to instructional collections, geologic samples, and related records for inventory or documentation purposes.

Is driving a responsibility of this position?

No

Is this a Position of Trust?

Yes

Does this position have operation, access, or control of financial resources?

Yes

Does this position require a P-Card?

No

Is having a P-Card an essential function of this position?

No

Does this position have direct interaction or care of children under the age of 18 or direct patient care?

No

Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications)

Yes

Credit and P-Card policy

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit UGA Credit Background Check website.

Background Investigation Policy

Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit UGA Background Check website.

Duties/Responsibilities

Administrative Support to Department Head and Office Operations

Serve as the primary administrative support to the Department Head and coordinate workflows with the Associate Department Head and other staff. Manage the Department Head’s calendar, correspondence, records and assigned projects; coordinate workforce-planning, summer-payroll, program-review, and low-enrollment documentation; supervise and schedule student assistants; approve time; coordinate student and temporary hiring, payroll submissions and required employment-status changes; monitoring employee training; maintain administrative records and shared files; and provide responsive office support.

Percentage of time: 20

Graduate Program Administration, Admissions, and Onboarding

Administer processes supporting Geology’s M.S. and Ph.D. programs. Track and review applications, distribute files for faculty review, process admission recommendations and fee-waiver requests, and prepare admission and assistantship documentation. Maintain graduate records and degree-progress workflows; process assistantship appointments, tuition waivers, advisement-hold clearances, travel grants, and milestone forms; coordinate defenses and examinations; administer internal awards; and support new-student onboarding, required orientations, office assignments, keys or access, and timely space turnover by graduating students.

Percentage of time: 25

Faculty Affairs

Coordinate faculty hiring and appointment actions, including position documentation, advertisement approvals, application records, committee support, offer documentation, and new-hire processing. Maintain confidential personnel records and coordinate annual evaluation, promotion and tenure, post-tenure review, emeritus and adjunct appointments, consulting agreements, leave requests, and compliance reporting. Maintain process checklists and ensure that dossiers and employment materials meet university and Franklin College requirements and deadlines.

Percentage of time: 20

Academic Program Operations and Student Services

Support administration of the Department’s B.S., A.B., minors, M.S., and Ph.D. programs. Coordinate CAPA proposals and Bulletin and PRAC updates; compile teaching assignments and load course schedules; monitor enrollment and process section changes, room assignments, cancellations, low-enrollment requests, registration permits, and other academic forms; coordinate textbook orders and course-evaluation support; and maintain accurate program and student records. Manage academic and registration workflows for the IFP, Cañon City Geology Field School, and other field courses. Maintain sample and instructional-material inventories and documentation, coordinating physical handling, transport, and storage with appropriate program or laboratory staff.

Percentage of time: 20

Financial, Payroll, and Resource Coordination

Serve as the departmental liaison to Franklin College business-service teams for budget, payroll, purchasing, and account questions. Review reconciliations; maintain financial records; monitor operating, foundation, indirect-cost-return, instructional, and laboratory-fee funds; and prepare projections for instructional and student-support commitments. Communicate approved allocations and spending requirements. Review and approve designated departmental purchasing and field-program P-Card transactions after receiving complete supporting documentation and serve as Approver 1 when assigned.

Percentage of time: 10

Special Projects, Records, and Process Improvement

Coordinate special projects assigned by departmental leadership; compile and analyze data for planning, assessment, accreditation, and program review; maintain procedures, checklists, reports, and historical records; identify workflow improvements; participate on committees as assigned; and perform other duties supporting the Department of Geology’s teaching, research, and service missions.

Percentage of time: 5

Contact Details

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Recruitment Contact Name

Dr. Adam Milewski

Recruitment Contact Email

[e-mail]